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HomeMy WebLinkAbout05-13-26 Special Events Committee Minutes Meeting Minutes: Special Events Committee Date: May 13, 2026 Time: 1:00 pm – 2:40 pm Present (In Person): Amy Roush Brad Rohrscheib Derek Erquhart Kyle Ludlow Absent: Coby Deal Agenda Items & Discussion Highlights 1. Call to Order The meeting was called to order at 1:00 pm with a quorum present. 2. Approval of Minutes Motion to Approve Minutes: Ms Roush initiated a motion to approve the minutes from the previous meeting, which was seconded and passed without opposition, confirming the official record. 3. Special Event Applications A. Approved Events Concourse d’Elegance – July 11, 2026 Representatives for the event were present at the beginning of the meeting. The Committee moved this application forward on the agenda to allow for immediate review. Following brief discussion, a motion was made, seconded, and approved. City Cemetery Tree Planting – May 15, 2026 Representative: Barbara Dale, Office of Sustainability The applicant requested a temporary street closure on Walnut Street to safely accommodate volunteers during a tree planting event. Motion: To approve the City Cemetery Tree Planting Second: Motion was seconded CITY OF SOUTH BEND IN DEPARTMENT OF PUBLIC WORKS 2 Vote: Approved unanimously • Event will be treated as a block party Traffic & Lighting will place and remove cones for a temporary closure. July First Fridays – July 3, 2026 Representative: Willow Wetherall, Downtown South Bend The request included closure of the 100–200 blocks of South Michigan Street. Event hours are 5:00 PM – 9:00 PM, with setup beginning at 1:00 PM. Discussion included flexibility for earlier activation due to the holiday schedule. Motion: To approve First Friday (July) Second: Motion was seconded Vote: Approved unanimously Angel of Hope Memorial Ride – August 15, 2026 A recurring, police-supported rolling ride beginning at Pinhook Park. No street closures required. Motion: To approve Angel of Hope Memorial Ride Second: Motion was seconded Vote: Approved unanimously Art Beat – August 14-16, 2026 A multi-day event including Friday setup, Saturday programming, and Sunday teardown. Adjustments were made to accommodate construction conditions. Motion: To approve August 14–16 Event Second: Motion was seconded Vote: Approved unanimously Our Lady of Hungary School Field Day - May 29, 2026 Motion: To approve OLOH School Field Day Second: Motion was seconded Vote: Approved unanimously Event to follow block party procedures for cones St Joseph Grade School Field Day – June 5, 2026 Request to close St. Louis Boulevard between Colfax and LaSalle for student activities. Motion: To approve St. Joseph Grade School Field Day Second: Motion was seconded Vote: Approved unanimously CITY OF SOUTH BEND IN DEPARTMENT OF PUBLIC WORKS 3 Standard block party procedures outlined to organizer Rebel Art Fest – June 7, 2026 Representative: Nat FitzGerald Additional documents were provided including site map, security plan, and parking arrangements. Discussion included barricade vs. cone placement and vendor permitting requirements. Motion: To approve Rebel Art Fest Second: Motion was seconded Vote: Approved unanimously LaSalle Neighborhood Block Party – June 20, 2026 Motion: To approve LaSalle Neighborhood Block Party Second: Motion was seconded Vote: Approved unanimously Cones to be delivered in advance due to City holiday schedule Studebaker Car Cruise-In – September 20, 2026 Representative: John Strategas Motion: To approve Studebaker Car Cruise-In Second: Motion was seconded Vote: Approved unanimously Sunburst Races – May 30, 2026 Final course map reviewed and coordinated with City departments. Motion: To approve Sunburst Races route Second: Motion was seconded Vote: Approved unanimously B. Tabled Events R Love Entertainment Presents: A 4th of July Block Party Motion: To table to May 27, 2026 meeting Second: Motion was seconded Vote: Approved CITY OF SOUTH BEND IN DEPARTMENT OF PUBLIC WORKS 4 Additional review required due to fire safety concerns. Music Village Block Party – August 1, 2026 Motion: To table Second: Motion was seconded Vote: Approved 14th Annual Get Wet For A Vet -August 1, 2026 Motion: To table Second: Motion was seconded Vote: Approved Organizer must attend a future meeting. Back to School Boogie Parade – August 15, 2026 Motion: To table Second: Motion was seconded Vote: Approved Additional coordination required. SBVPA 4th of July Fireworks Event – July 3, 2026 Motion: To table Second: Motion was seconded Vote: Approved Application requires clarification of closure details. Fusion Fest – September 2026 Motion: To table Second: Motion was seconded Vote: Approved Requires revised submission with detailed closure information 4. Other Business SafePaws Event – Route Adjustment (June 6, 2026) Due to construction impacts on the East Bank Trail, an alternate route is required. CITY OF SOUTH BEND IN DEPARTMENT OF PUBLIC WORKS 5 Motion: To authorize City Engineer Kyle Ludlow to coordinate route adjustments Second: Motion was seconded Vote: Approved 5. Privilege of the Floor 6. Adjournment With no further business, a motion to adjourn was made and approved. The meeting was adjourned at approximately 2:40 PM. Summary captured by AI.